Best Practices for File Sharing Best Practices For

Best Practices for File Sharing

Best Practices For File Sharing Reasons for File Sharing • Informational – sharing information with others • Collaboration – seeking input from others ORED

Best Practices For File Sharing At ORED, you have several tools available to use when you want to share files: • • ORED Rutgers Connect E-mail Department Shared Drives One. Drive for Business Share. Point Team Site

Best Practices For File Sharing Rutgers Connect E-mail Sending attachments ORED

Best Practices For File Sharing Rutgers Connect E-mail Pros • You retain original file. • Can e-mail anyone – internal or external. • Quick and easy. ORED Cons • File size limit is 150 MB within Rutgers Connect. • Mail servers used by recipients outside of Rutgers Connect may not accept such a large attachment. • If you are collaboratively working on same file, email not the best option.

Best Practices For File Sharing Department Shared Drives (S: ) and (R: ) drives ORED

Best Practices For File Sharing Department Shared Drives Every department in ORED has its own shared drive. On the RAD domain, they are labeled “S: ” (for shared) and “R: ” (for restricted). • S: drive – should be used to share files within your department (ORSP, GCA, OTC, etc. ). No other departments have access to these files. • R: drive – reserved for confidential data. Only some people within the restricted department group have access to these files. ORED

Best Practices For File Sharing Department Shared Drives Pros Cons • Quick access for you and • Any changes made to members of your team original file are when connected to irreversible when file is network. saved and closed. • Backed up on our network • Limited to sharing files on a daily basis, up to 30 internally. days. • Files not accessible • No limit on size of file for unless logged into RAD sharing. account. ORED

Best Practices For File Sharing Department Shares or Rutgers Connect E-mail Department Shares The file belongs only to you and the email recipient. The file belongs to the department. Ownership Permissions Only you and the e-mail recipient has access to the file. Everyone in your department or restricted group has full read/write access to the file. Must have access to the Internet. Must have access to RAD network. Only small and medium “safe” files can be shared. No limit on size or type of file that can be shared. Files can only be shared with those who have an e-mail address. Files can only be shared within department or restricted group. Limitations ORED

Best Practices For File Sharing One. Drive for Business ORED

Best Practices For File Sharing One. Drive for Business Files are stored in the cloud where they are frequently backed up. Files can be synchronize to your MAC, PC, or mobile device and can be viewed anytime on the web. You can share files with anyone that has a Rutgers Connect account. Users outside the University will be prompted to create a free Microsoft account to view and/or edit shared files. ORED

Best Practices For File Sharing One. Drive for Business To use One. Drive for Business, just open One. Drive for Business and sign in with your Office 365 account (Username: Net. ID@ored. rutgers. edu; Password: Your Net. ID password) To upload files to One. Drive, just click on the Upload button and select the file you want to upload. ORED

Best Practices For File Sharing One. Drive for Business Once uploaded, you can manage and share your files by right clicking on the file and selecting “Share” from the expanded menu. ORED

Best Practices For File Sharing One. Drive for Business Most Office programs will also allow you to save directly to One. Drive. When you are ready to save a file, just click on Save As and select your One. Drive folder. ORED

Best Practices For File Sharing One. Drive for Business You can also share any file from most Microsoft programs directly. Simply click on the Share button at the top right corner and type in the recipient’s e-mail address to send a link to your file. ORED

Best Practices For File Sharing One. Drive for Business You can also attach a link to your One. Drive file from Outlook. While composing a message, click Attach File, then Browse Web Locations, select One. Drive, and choose a file to attach. ORED

Best Practices For File Sharing One. Drive for Business or Department Shares Ownership Permissions Limitations ORED One. Drive The file belongs to the department. It’s your file and you’d like to keep it private. Everyone in your department or restricted group has full read/write access to the file. You want to control who has access to your file. Must have access to RAD network. Must have access to Internet. Versioning not supported. Versioning is supported. Files can only be shared within department or restricted group. Files can be shared outside of the department and the University.

Best Practices For File Sharing Share. Point Team Site ORED

Best Practices For File Sharing Share. Point Team Site Share. Point provides all of the features of One. Drive plus many enhancements: • Robust solution for enterprise-wide file sharing. • Highly configurable permission levels enable complete control of who can access files and how. • Version control offers file check out/check in protection. • Multiple custom lists, web pages and workflows. • However, ORED IT must set up the Share. Point Team Site for you before you can use it within your group. ORED

Best Practices For File Sharing Share. Point Team Site You can upload files or folders to your Share. Point Team Site document library where they can be accessed from anywhere. • Using Microsoft Edge, click Upload on the command bar to upload either files or folders. Other browsers may only support file uploads. ORED

Best Practices For File Sharing Share. Point Team Site You can edit any document in your document library. • To open in Office Online, just click on the document you want to work on. If you have the application used to create the original file installed on your computer, click Edit Document > Edit in <application name> ORED

Best Practices For File Sharing Share. Point Team Site You can work with others on the same document, at the same time, and manage versions. • In the document library, click and open the document you want to edit in Office Online. You can see the number and identities of people currently editing the document at the top right of the document. ORED

Best Practices For File Sharing Share. Point Team Site You can share your documents with other people. • Select the document you want to share, click the ellipses (…) to open the menu, and then click Share. ORED

Best Practices For File Sharing Share. Point Team Site You can keep previous versions of a document while you make changes to it. • Right-click a document in a library, or click the ellipses (…), and then click Version History. You might have to scroll the menu. ORED

Best Practices For File Sharing Share. Point Team Site or One. Drive for Business One. Drive Share. Point It’s your file, you’d like to keep it private. The file belongs to the group. Ownership Permissions You want to control who has access to your file. Centralized and controlled by the people in charge. Lightweight collaboration, you’re not quite sure if it’s a project yet. You will be collaborating with others. Collaboration You need more than a document repository like mailbox, custom lists, web pages, etc. You need advanced document features like metadata entry, customized views, etc. ORED

Best Practices For File Sharing Takeaways • Rutgers Connect E-mail is quick solution for one-time sharing of small files. • Department Shares are for archiving files that don’t often change. • One. Drive for Business is your “ME” place at the office, provides cloud access with lightweight collaboration. • The Share. Point Team Site is your “WE” place at the office for you and your team, provides cloud access with enterprise-wide collaboration and capabilities. ORED